Page Comparison

• Update legacy finding aids not in ASpace 

• Library needs to use analytics to identify fields where old name may exist.  LTS can consult on options for batch update.  Batch update may not be feasible in all scenarios.

Manual Metadata Update

• Uncontrolled finding aid creator field in finding aids themselves would require manual changes.  This appears in HAD in the Administrative Information section of the expanded resource display. (484 resources affected).
• Library would need to identify other places in which the library name may have been referenced.   If advanced search cannot be used for library to find the references, reach out to LTS to determine if these can be identified in sql.

• Ordering barcodes with new name

• Update How to Cite guidance
• Develop FAQ for questions about legacy citations

• Share update with professional organizations directly impacted by name change

Boston Theological Institute

Atla

• Assess impact of name change on use, hyperlinks, etc.

• Note: library names included in METS Labels will not be affected by these LTS updates.
  • METS Labels are (currently) used for display in PDS Objects and Streaming Audio and Video
  • Not every object has an explicit METS label.
  • METS labels can only be changed manually through DRS WebAdmin
• MODS: recordIdentifier-source MH:VIA or MH:OASIS have physicalLocation-Value with full name of the location (at the time the metadata was acquired) 
  • It currently is not part of the MODS-derived label in the DRS - so no immediate impact

?

Analysis underway.

• Library needs to use analytics to identify fields where old name may exist.  LTS can consult on options for batch update.  Batch update may not be feasible in all scenarios.

Manual Metadata Update?

Analysis underway.

• Update library name in SpineOMatic, if necessary

• Update legacy finding aids not in ASpace 

• Uncontrolled finding aid creator field in finding aids themselves would require manual changes.  This appears in HAD in the Administrative Information section of the expanded resource display. (484 resources affected).
• Library would need to identify other places in which the library name may have been referenced.   If advanced search cannot be used for library to find the references, reach out to LTS to determine if these can be identified in sql.

Manual Metadata Update
Robin can create a report via sql that has old name in Administrative Information section; this will require a manual update to each finding aid.  

To identify finding aids with it in the notes, Jessica can try to use the HAD advanced search to identify and fix those (41 of these).

• Ordering barcodes with new name

• Update How to Cite guidance
• Develop FAQ for questions about legacy citations

• Share update with professional organizations directly impacted by name change

Boston Theological Institute

Atla

• Names are managed in the Admin > Libraries/Archives area of the CRT web interface. 
• Access to the Admin area requires admin privileges; each participating repository has a user with admin privileges (also controlled under the Admin section CRT web interface).
• Maureen has admin privileges and has agreed to make the changes for DIV. But per Maureen, this role will shortly pass to another DIV staff member TBD.

Maureen Jennings 

• Assess impact of name change on use, hyperlinks, etc.

• Note: library names included in METS Labels will not be affected by these LTS updates.
  • METS Labels are (currently) used for display in PDS Objects and Streaming Audio and Video
  • Not every object has an explicit METS label.
  • METS labels can only be changed manually through DRS WebAdmin
• MODS: recordIdentifier-source MH:VIA or MH:OASIS have physicalLocation-Value with full name of the location (at the time the metadata was acquired) 
  • It currently is not part of the MODS-derived label in the DRS - so no immediate impact

• Streaming Audio and Streaming Video
  • Repository information in metadata display and 'Cite' information addressed in DRS Owner Code change
  • METS label is used in display and 'Cite' as description - can only be changed manually
• Page Turned Objects
  • Repository information in Cite will change with DRS Owner Code change
  • Manifest label is based on METS Label in DRS and will not change automatically
  • Description field in Cite and title bar in PDS Viewer is based on METS Label and will not change
  • Printed caption at bottom of page uses repository information and METS Label - Only repository information will change
• Image Delivery
  • Custom Caption Unit, if present, is source of caption in downloaded images (almost never used)
  • Owner Code information is used otherwise and should be changed with DRS Owner Code change

• Review bookplate images to determine if any need redesign and deposit

• Ordering barcodes

• Update individual email signatures

• Update landing page info
• Assess updating individual item records

• make sure library name change is reflected in current staff profiles

• Update Local Listing info
• (confirm Google Maps has been updated)

• Work with Communications Office to update Library name across web space

• Update Library name across web space and linked content

• Assess potential impact of name change on agreements + downstream impact
• Update documentation and/or issue amendment
• Inform stakeholders
• Update templates

Gift Agreements

MOUs

Transmittals

• Update name in Maintenance Direct

• Update name in RoomBook

• Consider impact of name change on file/folder names
• consider impact of file name changes on hyperlinks 

• Update physical signage + wayfinding
• Update web wayfinding content

• Update social media accounts

• Update electronic templates
• Order new hard-copy stock

• Update name with existing vendors

• update name in HDS entry
• update name in collection-related wiki pages

Gloria Korsman; Jessica Suarez

Update library name in configuration

• List of Libraries
• Organization Unit Contact Information 
• Circulation Desks List  (n/a)
• Physical Locations (n/a)
• Digitization Departments (n/a)
• Workorder Departments (n/a)
• Review fund names for required changes.  Must consult with HL Finance for any that need to be changed. (n/a)

• AP Feed Script - Only adjustment invoices are processed in Alma with DIV as owner.
• AR/Termbill Script
• HD/ReCAP Request Feeds

Bill - AP feed

Kara - AR/Termbill & HD/ReCAP

AP Feed - N/A

AR/Termbill & HD/ReCAP - updated

• Per Ex Libris Library Name will update in Analytics immediately. The key is the library code (which cannot be changed) which will join to the new library name in the lookup table.

• Library needs to use analytics to identify fields where old name may exist.  LTS can consult on options for batch update.  Batch update may not be feasible in all scenarios.

• Library needs to use analytics to identify fields where old name may exist.  LTS can consult on options for batch update.  Batch update may not be feasible in all scenarios.

• Update library name in SpineOMatic, if necessary

• Need to change repository field - this can be changed in UI by ACORN admin

• Library info is managed in the Aeon Customization Manager (one of 3 desktop clients in the client installation package). For library information customization, look under the Customization tab > Contact Information path.  
• Customization Manager access is by policy limited to: LTS Support Staff who support Aeon and the HL primary Aeon contact (TBD); when a new library primary contact is named, s/he should probably get the same access. 

• Change name in Repository record
• If the change to the Repository record does not trigger an fresh export of related finding aids, force it.
• Confirm name change appears correctly in HOLLIS for Archival Discovery
• Text paragraph describing the repository in HAD uses the old name. Updating the text in the Repository record does not update the PUI display. Known issue; needs developer investigation.

• Confirmed by Relais 7/26

• All Divinity accounts were updated.    If other accounts refer to us under our old name, outreach to Canvas support will be needed

• Names are managed in the Admin > Libraries/Archives area of the CRT web interface. 
• Access to the Admin area requires admin privileges; each participating repository has a user with admin privileges (also controlled under the Admin section CRT web interface).
• Maureen has admin privileges and has agreed to make the changes for DIV. But per Maureen, this role will shortly pass to another DIV staff member TBD.

Maureen Jennings 

• Reharvest affected Collections after LibraryCloud changes are in place.
• Harvard can't request any re-harvests until record lookup is made case-insensitive in CURIOSity.  This is on the development roadmap; date is not known yet.

• Reharvest affected Collections after LibraryCloud changes are in place.
• Harvard can't request any re-harvests until record lookup is made case-insensitive in CURIOSity.  This is on the development roadmap; date is not known yet.

• update Harvard Library Colonial North America landing page
• determine feasibility of/need for updating individual content

• make sure library name change is reflected in current staff profiles

• Update Local Listing info
• (confirm Google Maps has been updated)

• Work with Communications Office to update Library name across web space

Complete

• Update Library name across web space and linked content

• Assess potential impact of name change on agreements + downstream impact
• Update documentation and/or issue amendment
• Inform stakeholders
• Update templates

Gift Agreements

MOUs

Transmittals

• Update name in Maintenance Direct

• Confirm no GOBI or other vendor-related changes are needed in vendor systems

• Update name in RoomBook

• Consider impact of name change on file/folder names
• consider impact of file name changes on hyperlinks 

• Update physical signage + wayfinding
• Update web wayfinding content

• Update social media accounts

• Update electronic templates
• Order new hard-copy stock

Letterhead

Business cards 

Mailing labels

Pencils

Swag

• Update name with existing vendors

• update name in HDS entry
• update name in collection-related wiki pages

Gloria Korsman; Jessica Suarez

Update library name in configuration

• List of Libraries
• Organization Unit Contact Information 
• Circulation Desks List  (n/a)
• Physical Locations (n/a)
• Digitization Departments (n/a)
• Workorder Departments (n/a)
• Review fund names for required changes.  Must consult with HL Finance for any that need to be changed. (n/a)

• AP Feed Script - Only adjustment invoices are processed in Alma with DIV as owner.
• AR/Termbill Script
• HD/ReCAP Request Feeds

Bill - AP feed

Kara - AR/Termbill & HD/ReCAP

AP Feed - N/A

AR/Termbill & HD/ReCAP - updated

• Per Ex Libris Library Name will update in Analytics immediately. The key is the library code (which cannot be changed) which will join to the new library name in the lookup table.

• Need to change repository field - this can be changed in UI by ACORN admin

• Library info is managed in the Aeon Customization Manager (one of 3 desktop clients in the client installation package). For library information customization, look under the Customization tab > Contact Information path.  
• Customization Manager access is by policy limited to: LTS Support Staff who support Aeon and the HL primary Aeon contact (TBD); when a new library primary contact is named, s/he should probably get the same access. 

• Change name in Repository record
• If the change to the Repository record does not trigger an fresh export of related finding aids, force it.
• Confirm name change appears correctly in HOLLIS for Archival Discovery
• Text paragraph describing the repository in HAD uses the old name. Updating the text in the Repository record does not update the PUI display. Known issue; needs developer investigation.

Repository record changed 8/18. Name change displays correctly in HAD. Did not trigger automatic export, so a forced export is required to update LibraryCloud.  This export was triggered on 8/24.  Robin will check 8/25 and confirm that it is done.

• Confirmed by Relais 7/26

• All Divinity accounts were updated.    If other accounts refer to us under our old name, outreach to Canvas support will be needed

• Reharvest affected Collections after LibraryCloud changes are in place.
• Harvard can't request any re-harvests until record lookup is made case-insensitive in CURIOSity.  This is on the development roadmap; date is not known yet.

• Change name associated with DRS Owner Code
  • Update the WordShack record for the library

  • Manually change the term's preferred value in the DRS DB term table

  • Reindex everything in that owner code so that the value is flushed through to Solr and Mongo

• Update name on Billing Reports

• Streaming Audio and Streaming Video
  • Repository information in metadata display and 'Cite' information addressed in DRS Owner Code change
  • METS label is used in display and 'Cite' as description - can only be changed manually
• Page Turned Objects
  • Repository information in Cite will change with DRS Owner Code change
  • Manifest label is based on METS Label in DRS and will not change automatically
  • Description field in Cite and title bar in PDS Viewer is based on METS Label and will not change
  • Printed caption at bottom of page uses repository information and METS Label - Only repository information will change
• Image Delivery
  • Custom Caption Unit, if present, is source of caption in downloaded images (almost never used)
  • Owner Code information is used otherwise and should be changed with DRS Owner Code change

• Reharvest affected Collections after LibraryCloud changes are in place.
• Harvard can't request any re-harvests until record lookup is made case-insensitive in CURIOSity.  This is on the development roadmap; date is not known yet.

• Ask DPLA to reharvest affected Collections after LibraryCloud changes are in place.
• *** Note: DPLA will not reharvest on demand.
• Harvard can't request any re-harvests until record lookup is made case-insensitive in CURIOSity.  This is on the development roadmap; date is not known yet.

• Change name associated with DRS Owner Code
  • Update the WordShack record for the library

  • Manually change the term's preferred value in the DRS DB term table

  • Reindex everything in that owner code so that the value is flushed through to Solr and Mongo

• Update name on Billing Reports

• LTS to export list of DIV funds for fund name review by library

• Review bookplate images to determine if any need redesign and deposit

• update Harvard Library Colonial North America landing page
• determine feasibility of/need for updating individual content

• DIV holdings and items will be republished once the name change is done in Alma config. Options:
  
  • Clone publishing profiles for LRW holdings and items and use DIV physical holdings/items as input with output to /reporting with same "incr" filename used for regular incrementals
  • Run Republish > Republish Subset with DIV physical holdings/items sets on LRW publishing profiles. Test that incremental publishing resumes after republish jobs run. 

• Digital collections
• Lists of libraries on subpages

• All that is needed here verification after updates to LibCloud have pushed out?

• For Alma - update library name in configuration
• See scope names for Adv Search and Lib dropdowns for both HVD2 and HVD_IMAGES scopes
• For Image data from JSTOR Forum, see /wiki/spaces/LibraryTechServices/pages/59107651

• Web Pages updated
• NCIP addon updated
• Staff informed of change

• Change repository name authority record: this should wait until the LibraryCloud repository name mapping is in production.
• Update documentation: Repository Names and Contacts
• Reharvest library's Forum project
• *** Needs to be timed with HOLLIS Images configuration changes

• Reed working with Gloria Korsman on this

• Request name change to MARC Organization Code record from 

• Update RepositoryNameMapping.xml and move to production.
• Re-ingest Alma, ArchivesSpace, and/or Forum records for that repository (or all Alma, if necessary) after new mapping file is in place. 

• Update WorldCat Registry record

• Confirm no GOBI or other vendor-related changes are needed in vendor systems

• Publishing changes not needed for Alma
• RAPID branch name change submitted (this will require a week or two to compile)

• Make sure Library-related info is updated (not already covered by Alma update)

• No changes needed

• HD Request Forms
• HD/LAS Stopcode updates/display updates

LAS coding complete by Leila 7/26
Footprint for Qualtrics form update submitted 8/2, ISSUE=41799 PROJ=34
Email to Unix group for retrieval and PWD forms submitted 8/2 (Paul confirmed retrieval and PWD forms done 8/2.

• Alma Login Liaisons Page
• Library names and codes in Alma